Vacancy expired!
Compensation: $28.50 – $44.50/hour, depending on experience, 5% performance raise at four months, with annual reviews.
Hours: 20 hours per week, preferably between 8:30am and 12:30pm, Monday through Friday.
Benefits:
- Paid Time Off
- Unlimited Unpaid Time Off
- 401k plan with 4% employer match
Location: FreeDoc® headquarters in Lynnwood, Washington (near the Alderwood Mall).
Start date: Immediate.
Founded in 1999, FreeDoc is small IT and consulting company. We are a closely held corporation and are highly regarded in the industry. We are depended upon by well-known commercial and government institutions to improve their operating performance and support their information compliance requirements.
Our company has a strong culture of excellence and respect in an entrepreneurial atmosphere. FreeDoc staff share good relationships and enjoy long-term stability -more than five years average across current staff. Over 24 years, FreeDoc staff have experienced many personal journeys with career path opportunities.
Physical Demands / Work Environment:
- Work occurs in a secure, air conditioned/heated office environment.
- Occasional need to lift and carry a 10-20lb file box for distances up to 25 feet.
About the Position -
As an information management firm, we are subject to a higher level of reporting requirements. Risk avoidance and a high level of attention to detail are required. We seek someone with excellent experience in office administration at a high level who is personable, accountable and professional, with poise, excellent communication and problem-solving skills. This position works closely with the Owner/General Manager, Director of Operations and other supervisors. Applicants must have excellent English spelling and grammar, cognitive and interpersonal skills and a strong personal need for accuracy with high level of attention to detail. Applicants must be proficient with Excel, Word, Outlook and able to use web-based time-keeping, along with other information systems. Applicants must have experience coordinating and maintaining office filing systems.
Responsibilities include:
Office Administration Responsibilities
- Welcome and directs visitors, vendors and applicants as front desk administrator.
- Checking the office mailbox and trips to FedEx/UPS (mileage reimbursed).
- Assisting other staff with decorating the office for seasonal and holiday themes, as appropriate.
- Participate with staff in general office maintenance/cleanliness.
- Coordinate with a small set of vendors (office shredding, for example).
- Customer service, as appropriate.
- Monitor the inventory of and requests for all office supplies and complete online ordering.
- Maintain and protect sensitive company data by adhering to internal security controls.
Human Resource Responsibilities
- Have a working knowledge of the company Employee Handbook and be able to answer general questions from employees.
- Create and maintain Applicant Tracking System (ATS) with open and closed job postings.
- Notify hiring managers of applicant activity on open positions.
- Assist in on-boarding, orientation and off-boarding of employees.
- Update and maintain employee records to ensure complete, accurate and compliant information.
- Ensure accuracy of I-9 documents and active and inactive records are kept in compliance of federal regulations.
- Assist with annual healthcare open enrollment.
- Gather and submit bi-weekly payroll and 401k contributions.
- Perform general/facilitate HR administrative tasks and events, including unemployment claims responses, employment verifications, employee anniversaries and recognition events, birthdays, monthly company lunches and similar.
Fiscal Responsibilities
- Assist with order processing.
- Assist Account Managers with input of month end final numbers.
- Process, review and update account billing and description information in CRM and accounting system.
- Review and submit accounting information.
Contract Administration Responsibilities
- Assist Business Development with contract proposals, RFPs and customizing appropriate sales & marketing materials. Consult with Marketing/Client Services as needed.
- Responsible for the setup and/or removal of all accounts in the CRM system and file system.
Secondary Duties and Responsibilities
- Assist in organization of company functions, meetings and travel including facility allocation and catering.
- Provide general clerical and correspondence duties, including typing, scanning, answering a phone and filing.
- Create and maintain a procedural manual as it relates to this position.
- Other similar duties as assigned.
Attributes – required:
- Discernment and discretion.
- Proficiency at creative problem solving.
- Initiative and self-directed attitude.
- Highly organized.
- Strong work ethic.
- Excellent verbal and written communication.
- Ability to learn new things.
Education and Experience – required:
- Five contiguous years of experience as Office Administrator, minimum.
- Bachelor’s degree or eight contiguous years of experience as Office Administrator.
- Excellent references for experience in a similar role.
